Archives are significant in an agency, institution, or organization because they involve documents or historical records of an event or activity in various forms and media. For this reason, archive management is essential to remember the importance of historical records or documents for all agencies and institutions.

The Faculty of Administrative Sciences is well aware of the importance of records management for the institution’s sustainability, so FIA UI held an Entry Meeting for Internal Archives Supervision and Appreciation, which took place on Tuesday, October 11, 2022 morning at the FIA UI M Building.

“Archival supervision has been carried out from year to year. In 2023 it will be carried out for 90% of the total units in the FIA UI environment to achieve a better archive assessment. Each work unit is expected to be able to manage their respective records optimally,” said FIA UI Leadership Secretary Dr. Umanto, S.Sos., M.Sc., CFP®.

Assessment of archive management for each unit will be carried out in Quarter 1 of 2023. The aspects assessed include official document creation, filing system, depreciation or zero pile up, human resources, and infrastructure. The assessment is carried out by filling out a self-assessment form that has been adjusted to the aspects of the archival audit assessment from the Archives Office in 2022.

“After filling out the forms, the work unit also uploads supporting evidence in the form of a list of active archives, mail agendas, archive storage facilities, and archive use/borrow forms. In addition to the self-assessment form, there is also a link for Archival Unit evaluation. So that the work unit can provide input for the Archive Unit. The procedure for transferring archives from the work unit to the archival unit has been revised to produce the output documents needed in the assessment,” said Fathia Azzahra, S.Hum, FIA UI Archives and Database Management Staff.

In this event, Fathia gave explanations and tutorials to all work unit representatives at FIA UI to make it easier for each unit to manage records. In addition, each work unit also describes filing conditions and constraints to minimize obstacles and improve the performance of each work unit in terms of filing.